SAM Minutes 9/27/07

Meeting Logistics

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of September 13, 2007 Minutes

Approval of VAL Codes: STUDENT.REMARK.TYPES (STRK)

Jean explained that the STRK screen basically replaces the SCP screen in Legacy. Counseling, Records and Financial Aid have asked that the following codes be added:

AC–Articulated Credit, APPT–Counselor Appointment, WALK–Counselor Walkin/Open Reg, NOSHW–Counselor Noshow/Cancel, PCEM–Counselor Phone/Email, DEF–Deferred/Loans, and VERIF–Enroll/Degrees. Vilene questioned the use of the previously approved code of COU for Counseling (in general). Jean indicated that there are students attached to this code already and this code will probably be used for Misc. comments from the SCP screen in conversion from Legacy. There isn’t an efficient way to convert the SCP info to specific fields or comment areas.

Approval of VAL Codes: FED.COHORTS – Jean suggested the following as noted in the SAM workbook. 2004 - 2004 First Time Cohort

2005 - 2005 First Time Cohort

2006 - 2006 First Time Cohort

Kathy had talked to Phyllis Robey about reporting, and Phyllis asked if Fall could be added to the description because that is the only term that applies.

Schedule Format Concern – Jean indicated that the Registration Planning team decided on using the Kellogg Community College schedule print format. It uses two columns to a page and is easy to follow. Judy had expressed a concern regarding listing MCC course sections, but the exact information needed should be extracted from the system to meet our needs.

Degree Conversion (Home) – Need help checking degrees in Conversion

Transcripts in Colleague – After degree conversion, transcripts will have to be reviewed.

Update on Training Manuals – Kathy explained the process and format she and Diane K. are using to create instructions by screen mnemonic. (See the INSTRUCTIONS folder on the X: SAM drive.) Diane and Kathy suggest that once a final draft is ready, it should be approved by the appropriate team lead and then put on the common drive for global college access. Jean indicated that paper manuals shouldn’t be needed, but each dept. can utilize any of the instructions that they need at any time. This will allow for easy updating with patches and/or release updates, without wasting time and paper.

Update on Sections for Winter 2008 – Jean reported that Judy has entered 797 sections and is almost done (kudos to Judy!). Once the date ranges are done, Jean will be able to complete the priority registration calculation for the schedule.

Counselor Training – Report – Great Job Vilene!

Vilene said it went relatively well but they really didn’t have enough time to cover everything, so another session may be needed. Some bugs were worked out regarding the ability to change student’s academic programs. Vilene questioned the use of STPE Student Petitions for counselors to approve student overload credit; there isn’t a field to record who granted approval. After discussion, Jean said that STRK Student Remarks may have to be used for overload approval identification.

Other: Approval of CCD Codes for Professional Development (PROF) and Diplomas (DIPL): Like the certificate codes approved at the last meeting, separate professional and diploma codes had been developed and sent to all SAM team members and IOC.

Approval of September 13, 2007 Minutes

Approval of VAL Codes: STUDENT.REMARK.TYPES

AC Articulated Credit

APPT Counselor Appointment

WALK Counselor Walkin/Open

NOSHW Counselor Noshow/Cancel

PCEM Counselor Phone/Email

DEF Deferred/Loans

VERIF Enroll/Degrees

Approval of VAL Codes: FED.COHORTS

2004 2004 First Time Fall Cohort

2005 2005 First Time Fall Cohort

2006 2006 First Time Fall Cohort

Approval of CCD Codes: Professional Development (PROF) and Diplomas (DIPL)

OSEW OSE-Word Processing- Professional Development Credit

OSES OSE-Office Skill Building-Professional Development Credit

OSEM Medical Voice Transcription -Professional Development Credit

OSEL Legal Voice Transcription- Professional Development Credit

CISO Microsoft Office Suite- Professional Development Credit

OSEA Administrative Voice Transcription-Professional Development Credit

CUST Customer Service Specialist- Professional Development Credit

AARE Applied Alternative and Renewable Energy-Professional Development

ZOSEJ Job Search Skills (Inactive)

NURS Nursing-Diploma (Active)

AIBNK Banking (A.I.B.)

APSRV Appliance Service & Repair

DENTA Dental Assistant

FOODD Food Distributor

GNSEC General Secretary

HACRN Hackley RN

MEDST Medical Stenographer

NEWSM News Media Specialist

NURSA Nurse Assistant

PN1YR Practical Nursing (1 Year)

PNURS Practical Nursing

NURSG Nursing-Diploma

REALE Real Estate

RVMNT Recreational Vehicle Maint

REFAC Refrigeration & Air Cond

RTPRE Respiratory Therapy (Prep)

RTHER Respiratory Therapy

RTINT Respiratory Therapy-INT

TRSEC Technical Report Secretary

WSLAW West State Law

Continuous Action Items

Action Description

Update Decision Workbook

Practice Registration Activities in Test

Practice Transcript Processing

Practice Graduation Processing

Prior Action Items

Action Description

Planned Completion

Confer with HR:

>Determine specific instructional methods (ISTM), instructional load formulas

Judy will research further with Mary Smith, OIT

>Review CU/FI Inquiry, Processing/Reporting screens

>Procedures Manual and Workflows

Review FI Val Codes; creating faculty members and related screens – Lynne is reviewing with Mary Smith(5/10/07)

Determine Academic Standing Rules for Part-time Students (ALST)

Computed columns needed for part-time students over multiple semesters

Practice student academic standing codes in “Test”

GOOD, DEAN, PRES, PROB1, PROB2, DISM

Put end date on LG grades

-Course/Section Notation Messages (ORES)

Discuss with Academic Affairs, Dept. Chairs and appropriate faculty to update/revise

Only the CIP codes assigned to MCC programs will be entered in Colleague (manually). Judy will follow up with Patricia and VP Ferrentino regarding code revisions and data conversion issues from TIP.

Review Academic Records Code files/Valcode tables

Additional codes will need to be decided and entered in Test

Compile list of current Legacy “Curriculum” reports

Doug will compare with Colleague-delivered reports

Review posting “Credentials” (Other Certifications)

Include CE, Phlebotomy credentials, other training programs

Confer with Janice Alexander regarding code options. Codes in R18Test: D Early Alert, T Tutor Required and P On Probation. The decision workbook lists more codes

Approve INSTITUTION. COHORTS

Need to decide Institution Cohort Codes (Athletics, Tech Prep, etc.)

Approval of Hiatus Codes (HIAT)

Review and compare Hiatus vs. Withdrawal (HIAT/WTHR); has IPEDS reporting implications.

Approval of AC Val Code HIATUS.STATUSES

Recommended codes: N Notified of return, W Will get in touch soon, D Do not try to contact, and A Approved. This issue will receive further review with Hiatus and Withdrawal codes.

>Review usage ADVR Advisor Rules, COTY Campus Organization Types, ROLE Roles

>FIDE Faculty Information Defaults; includes special subroutine for workload calculation (Doug recommends NOT using - Nov. 6 remote)

Review reports for FI, CU, AC, Registration

Review and test advisor assignment and ADVISOR. TYPES. Write draft instructions.

Add as needed for fall 2007

Conversion of HOME (Institutional data specific to MCC)

Old transcripts need to be reviewed, majors created for former degrees, etc.

PERC for waiving Repeat Courses

Review benchmarking info received (Macomb-PERC Rule?)

Develop Training Manuals

(Final review of all instructions by Team Leads)

Determine screen shots still needing text; prioritize screen shots by use; compose instructional text (start with most common); standardize format for manuals, training

Student Services

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